Administrative Assistant

JCDecaux Middle East; Abu Dhabi; On-site; AED 40,000 - 60,000; Full time

Job summary

A leading company in the Middle East is seeking an administrative professional to manage office services, assist departments, and handle contracts and invoices. The ideal candidate will have strong presentation skills, a high sense of confidentiality, and proficiency in English. This role includes providing executive assistance and ensuring employee safety.

Responsibilities

• Process airport and device passes, manage contracts and invoices.
• Provide administrative support to all departments.
• Maintain office services and assist in organizing internal events.

Skills

Presentation

Confidentiality

Customer Service

English

Computer Skills

Proactivity

Job description

MAJOR ACCOUNTABILITIES :

1. Airport Pass / Device Pass / Tools Pass / AVSEC Form Processing:

• Check and compile necessary documents.
• Fill out pass forms and submit details on the ADAC portal.
• Collect airport passes.

2. Contracts & Invoices (Abu Dhabi, Bahrain & Kuwait):

• Managing Contacts and Invoices:

Oversee the contacts and invoices procedure for the three Business Units (BUs).

• Corporate Expenses:

Compile receipts and expense sheets for Managing Director (MD) approval.

3. Administrative Support:

• Assist all departments with administrative tasks.
• Provide sales assistance, including artwork approval, production process, and client registration.

4. Office Services Maintenance:

• Maintain office services and supplies.
• Supervise office cleaning and maintenance schedules.

5. General Mail Correspondences:

• Circulate official information within the organization.
• Answer phone calls, take messages, and manage bookings for conference/meeting rooms.
• Arrange travel bookings for the country and subsidiaries.
• Organize internal meetings and manage incoming/outgoing post, faxes, and couriers.
• Monitor pantry stocks and place orders as needed.
• Update and circulate the regional phone list and staff contact details.
• Manage parking space contracts and attributions.
• Assist in organizing internal events.
• Prepare and follow up on employee pre-induction requests (IT tools, business cards, parking space, desktop, and office space).

6. Safety and Inventory Management:

• Ensure employee safety and manage emergency evacuation procedures.
• Maintain furniture inventory and labeling.

7. Executive Assistance:

• Provide assistance to the CEO ME in the absence of the PA.

SKILLS:

• Good Presentation
• High sense of confidentiality
• Good customer service, proficient in written and spoken English and good computer skills
• Proactive and focused